My Dubsado Workflow Creation Process

26 May 2018
Would you believe it that the first step to creating workflows has NOTHING to do with Dubsado itself? This first step is all about you as the business owner, how you want to manage your business, and your long-term vision. It’s about taking that all that knowledge in your head and getting it down onto paper then translating it into a way that can be is easily implemented and actionable.

In this post, I’m giving away my secret sauce and telling you how I map out Dubsado workflows in my own business and for my clients. I even included a video where I give you an overview of each step.


I have a very specific process when it comes to mapping out Dubsado accounts. Some of the methodologies are old school and some of it is unique to my experience with helping business owners & entrepreneurs for the last decade.

A lot of creative entrepreneurs I talk to find it super intimidating or frustrating to mapping out their own process but after a session with me they always go from cold sweats to a stressless posture. The process I’ve outlined below is so invigorating.

Don’t rush the process. It’s not a sprint. It’s a marathon. 


STEP ONE – Research

Start a centralized hub for all the information you will be gathering; google doc, a Trello board, a notebook. Go out to the interwebs (Pinterest, FB groups, masterminds, etc.) and find what other business owners in your niche or industry are doing to manage their clients. Even if you have been in business for years I believe you can always learn something new.

Try searching these terms; replacing the ________ with your industry/niche or a specific piece of the process (i.e. offboarding, lead generation, etc.).

_______ Workflow

_______ Processes

Standard Operating Procedures for _______

Starting a _______ Business

Automating _______ Business

_______ Systems

STEP TWO – Mind Map Brainstorming

Mind mapping is something I have been doing for YEARS and it always surprises me when someone says they’ve never used one. If used correctly it is an extremely powerful tool. I’ve always given my client several options for doing this step but really mind mapping is the only way to get it all on paper and CHALLENGE YOURSELF. This is not a list building activity. This is a creative process.

Check out this audio resource from Boss-Mom Dana Malstaff on how to mind map. (Gentlemen, this is relevant to you too.)


Check out the methodology on mind mapping & why it’s powerful

Create a space that will allow you to be really motivated; send the kiddos to grandma’s, turn on motivating music, turn off your phone, have a snack… don’t let anything distract you & especially your stomach (can you tell I’m a foodie).

Grab a blank sheet of paper and a pen (I used an electronic method in the video but I don’t suggest doing this if you want the full experience). Create a list of everything you are mind mapping. This is going to be each service or each process you need to implement. Each item on that list is a different mind map.

On the first piece of paper write the first topic in the center & circle it.  Start making branches off of that central idea and branches off those ideas with anything you can think of, in no particular order, pertaining to your business processes.

As Dana says in the audio linked above, “It has to get uncomfortable, you’re not done when you think you’re done, you’re only halfway done when you think you’re done.” When you think you’re done, go to each branch and ask yourself, “What else is there?” 

This is supposed to be messy. Don’t write down all the details, just the bullet points. Don’t erase anything, crossing out is ok, but this is part of the creative journey.

STEP THREE – Walk Away + Edit

Take at least a few hours to clear your head. Seriously, this is important. This helps to provide some necessary clarity to what you just did in the research and brainstorming steps.

Now go back, review your lists by asking these questions:

  • Is there something I need to cross off?
  • Does all of these need to be implemented now or something wait till later?
  • Are you questioning how to implement something? (highlight or put a question mark on those items)
  • Do I need to add a little more detail to one piece?

STEP FOUR – Establish your processes

Now comes the fun part for those type-A personalities. Take those maps and get them organized (color-coded, mapped out, etc.). I like to use either or Lucidchart because they are FREE and really flexible for mapping everything out. Trello, Asana, or Dubsado task boards would work too.

Typically each service offering will have its own process map. Some might be similar to others but you should be creating processes for each type of service offering so you can target that communication. Go to your mind map and go through each step of the process from the time you are introduced to your prospect to following up after the project is completed.

The idea here is a chronological order. I also suggest thinking about it as a “path to success” – meaning imagine that your prospect has said “Yes” the entire way through the process. Then go back and fill in what happens if they say “No” or you need to follow up with a response.

STEP FIVE- Walk Away + Edit

Once you feel like it’s all organized go back through and ask yourself some of these questions:

  • Are there steps that can be combined? Or broke into pieces?
  • Are there areas that are overly complicated?
  • Where are there potential pain points or delays in the process?
  • Is there question marks that need research? Tools you can use to help?
  • What are the transitions between obvious phases or benchmarks?

How do you fix those issues? If there is any additional research to do, programs to consider, or resources to find… this is the time. Do that research, edit your process map and walk away for at least a few hours to let your mind rest.

STEP SIX- Implement + Take Action

Now it’s time to create a compiled list of components. Take the electronic process maps and create a list of everything needing to be implemented inside your CRM. This includes a list of canned emails to compose, action items & deadlines, form categories (proposal, contracts, etc.). I also have an excel sheet that I use to create my Dubsado specific workflows & automated actions before I plug everything into the CRM.

Login to your customer management system (this is where you start your FREE trial of Dubsado) and start getting to work on those action items. For a step-by-step checklist of how to setup your Dubsado account, grab the FREE Dubsado Setup Guide.

STEP SEVEN- Celebrate

Pour your drink of choice (for me that’s a glass of Moscato) and appreciate the journey you just took. That was a ton of work! Doesn’t it feel great knowing that the hardest part is behind you and that you have set your business up for success?

If you are the “DIY type” who finds value in a more in-depth step-by-step walkthrough I’ve created a mini-course. This course has all the resources I use in my own business along with videos of me completing the process myself. I also have customizable & interactive workflow templates if you need a jumping off point and have co-collaborated with a brand + voice specialist to provide Dubsado optimized canned email templates. These resources can be found at

If you are the “call in the expert type” then I’d be happy to book a complimentary 15-minute coffee chat to tell you about my strategic intensive sessions where I use this exact process paired with my entrepreneurial expertise to map out your unique business processes.

*This post may contain affiliate links for products that I personally use or use with my clients. I receive a small amount of compensation when you purchase from my links which I’ll likely blow on Oprah’s Chai Tea Latte at Starbucks… you should try it, with a pump of white chocolate. Delicious!